IntsysUK Ltd

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Pegasus Web Xchange

Pegasus Web Xchange – Intsys UK Limited are the first UK Reseller to gain accreditation

The Pegasus Web Xchange and Self service payroll module is one of the most exciting releases from Pegasus Software.

Intsys UK Ltd are proud to announce that Head of Training and Consultancy Rocky Wilder-Conrad-Banks, passed the accreditation exams in November and Intsys UK have begun using the software in house in preparation of what we envisage to be a busy sales cycle in the coming month leading up to the Payroll Year End.

Intsys UK Limited leading the way in innovation

At Intsys UK we are committed to being the leaders in innovation and getting the most from the Pegasus business suite.

Over the last decade we have been the first to do the following:

First Reseller to gain Platinum Accreditation Status First Reseller in the UK to deploy Opera 3 version 1 live on a client environment First reseller to achieve the Opera 3 full accreditation status First reseller in the UK to become a Pegasus Centre of Excellence First reseller in the UK to deploy Opera 3 as a fully hosted solution

What is Pegasus Web Xchange?

“The Pegasus Web Xchange is the future of how businesses will integrate their accounting and business systems with the web and leverage the benefits of both environments.” – Stuart Anderson, Pegasus

The Pegasus Web Xchange is a secure and easy way to access your Opera 3 data on the go – anytime, anywhere and on a number of mobile devices. It will change the way you work and run your business. Using new browser based technology, the Pegasus Web Xchange provides a set of services that are used to securely access and view Opera 3 data via a web browser. Users can log in from a range of mobile devices through supported web browsers such as: Internet Explorer, Google Chrome, Mozilla Firefox and Safari. Pegasus Web Xchange helps you:

• Access your Opera 3 data securely • Connect with your data wherever you are - available on devices such as PCs, tablets and smartphones • Save time with 24/7 access. No more waiting around • Improves efficiency • Empowers employees

I don’t use Payroll – why is Web Xchange important to me?

Pegasus Web Xchange is much more than just a Payroll tool. Whilst the first release of the software allows for Payroll Self Service functionality, future releases are scheduled for the Purchase Ordering process and the Sales Invoicing processes.

This will allow your purchasing teams the freedom to create Purchase Orders and check stock pricing from anywhere in the world and also give customers the ability to get reprints of invoices directly from the web without having to bother you. Imagine the professional look and feel this will give your business.

The potential for this product is limitless as it is a window into any of the ledgers.

Multi Platform

The Web Xchange is designed to be spread across not just geographical locations but also across multiple devices including tablets and smartphones. The user interface is simple and lends itself well to touch screen devices and is designed to be easy to use for your staff and customers alike.

For more information view our website:  http://intsysuk.com/cloudsis/xchangecloud

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Why would I consider the Pegasus Payroll NEST payment solution when I already have a company Pension?

First of all you may not be familiar with NEST so let’s start at the beginning of the story. Auto Enrolment Pensions only work if everyone is included. Around 50% of the UK population aged between 22 and State pension Age have no provision for their retirement.

How does this affect you though? You have a private pension and have saved diligently throughout your life. It is very easy to take the “I’m alright Jack” approach and forget the idle 50% who weren’t as diligent as you were.

The pot of money available to government to provide state aid for the elderly simply isn’t big enough to accommodate the growing number of UK residents living into old age. The UK taxpayer will have to foot the bill – so you will end up contributing for yourself and contributing for those you didn’t save. I think you are starting to get the idea why we must get the less switched on savers, saving before it costs everyone.

So force them all on the Company Pension scheme then?

Unfortunately it is not that simple. For a start a lot of employers do not provide pension schemes, let alone have an organised payroll package such as Pegasus Opera 3 Payroll which can administer the scheme for them.

Also the pension providers may not want your employees within the scheme. Along with the added administration, there may be no benefit to the scheme of having hundreds of low paid contributors joining and leaving.

Each pension scheme is different and each pension provider has different rules. That’s where NEST comes into its own.

NEST – The pension for everybody.

The government quickly realised that the pension providers were not up for taking on thousands of new members with little financial benefit to themselves or their current pension scheme holders.

So the crested the National Employee Savings Trust (NEST). A payroll provider which was government backed that would accept every eligible worker without question into the pension scheme.

A perfect way for employers to place casual, seasonal and short term staff without affecting their current pension provision, and a perfect way to make sure that pension providers didn’t have to raise prices to accommodate all the extra work.

  How does it work in Pegasus Payroll then?

First of all you have to purchase the Pegasus NEST utility from your Pegasus reseller, if you are unsure of who your reseller is or don’t currently have a reseller contact then simply call our Payroll Support line on 0208 605 9700 (option 1) and we will be happy to assist. We also have live chat on our website www.intsysuk.com and also you can email [email protected].

Once you have activated the Pegasus NEST utility there are a few features and setting s that you will need to switch on – we will go into more detail in future posts but again the team at Intsys or your Pegasus reseller should be able to provide services to assist.

Once the module is configured you create a NEST pension scheme in the same way as you create a normal scheme within Pegasus Opera 3 Payroll’s advanced Pension processing utility.

The system has a new set of options within the Pension Scheme, provider tab which confirms that this is a NEST scheme.

The Nest system of course then requires a Pegasus Payroll deduction profile to be set up for the employers and the employee’s entry and then you need to deploy the scheme to those employees who require it.

Once setup correctly the Pegasus Opera 3 Payroll can transmit a contributions file directly to the NEST website is FTP transfer or via pressing an upload button on the NEST website.

Because of the various options available I would always suggest getting a trained accredited Pegasus Payroll adviser to assist you. The fines are pretty strong if you get it wrong. Intsys UK Ltd are one of several Pegasus Centre of Excellence’s situated around the UK and have already received the Pension accreditation for 2013/14.

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ROBOTS OR DINOSAURS?

ROBOTS

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Auto Enrolment Pensions: What you need to know when using Pegasus Opera 3 Payroll.

Do I need a special Version of Opera 3 Payroll?

Whilst it is always the recommendation to stay within a minimum of 2 versions of the latest release of Pegasus Opera 3, there is no need to upgrade your software for Auto Enrolment. The Pegasus Opera 3 software has been compliant since 2012 and you will notice in the utilities menu and in the set options screen that there are options awaiting activation.

When can I switch these options on?

These options must not be activated within your Pegasus Opera 3 payroll until you have reached your “staging date”. This is a date provided by HMRC to determine when you must begin Auto Enrolling your staff. The “Staging Date” is determined by the amount of employees listed under your PAYE reference number.

I plan to defer my start date so do I need to do anything?

Each employer has the right to defer their “Staging Date” for up to three months. However the scheme must be setup and ready to go on your “Staging Date” as the employee has a right to demand that you auto-enrol them immediately into the scheme. You are not allowed to deny them this right, therefore Opera must be ready to accept them.

Can I just get my employees to Opt Out?

No. You must in no way encourage, assist or by way of threat force employees to opt-out of auto-enrolment. You must provide notification to the employee that they are being auto enrolled and then direct them to either your chosen pension provider or the NEST in order to arrange an Opt Out certificate to be removed from the scheme. If they are removed without this notification the employer will be seen as making an incorrect assessment of the employee status and will be fined accordingly.

I have chosen my provider but they want information every week from me – will Pegasus provide this?

Pegasus Opera 3 will handle all of the Auto enrolment calculations and deductions for the employees based on their chosen AE status. Your chosen pension provider will require notification of all employee details, either  weekly, bi-weekly or monthly depending on your pay frequency. Each provider will have a different format requirement and Pegasus Opera 3 currently only has provision for the NEST pension solution. Intsys have also developed a format for The Peoples Pension, a similar organisation to NEST but you will need to confirm well in advance what the requirement is as it may require an element of bespoke modification to provide an automated solution.

Will Pegasus handle the assessment of my workforce?

Auto Enrolment rules offer two main classes that an employee can fall into – Eligible Job Holders and Non Eligible Job Holders. These are loosely defined by Age and expected Salary and whilst Pegasus Opera 3 will make an assessment it will be up to you as an individual to decide which category an employee falls into. Your chosen pension provider may offer chargeable services to assist with validation of employee status.

Can I get some practical training and advice?

The Pension Regulator website provide comprehensive flow charts which will assist with making decisions. You can also get accredited on site training through Intsys UK Ltd who are a Pegasus Centre of Excellence with over 2 decades of experience of Pegasus payroll systems.

  About the Author: Rocky Wilder-Conrad-Banks

Rocky is the Head of Training & Consultancy at Pegasus Centre of Excellence Intsys UK Ltd and has over a decade of experience in working with Pegasus products.